Payment Requisitions
Status: Adopted July 1, 2003, last revised in July 2026.
Purpose
The purpose of this policy is to provide guidance in the processing of payment requests.
Policy
Cost Center Managers are responsible for approving Requisitions within Board established budget restraints.
Expenses to be paid by the University must first be authorized by those with budget approval authority and this authorization may only be granted if the remaining budget balance is sufficient to cover the expenses. This request is used for the following type of payments if the employee has an invoice from the vendor and a purchase order has not been issued:
- Payment for Goods or Services
- Cash Advance
- Grant Distribution
- Honorarium
- Seminar or Conference Fees
- Stipend
- Student Refund
- Subscription
- Tuition
Procedures
When an invoice is in hand, a Supplier Invoice Request should be completed within Workday by the employee and approved by the appropriate cost center manager. All documentation (invoice, contract, payment agreement, receipts etc.) should be included as attachments when completing the supplier invoice request. Please direct any questions to Accounts Payable (accountspayable@depauw.edu)
Student Payments
Federal regulations require that all aid, gifts, checks, stipends, gift cards, etc. issued by the university that are given to enrolled students must be considered a financial aid resource. As a result, in order for 溏心vlog免费B站 to demonstrate our compliance so as not to jeopardize federal aid, all funds to students must first be reported to the Financial Aid Office for approval before the student can receive payment. To request approval for awarding funds to students, please complete the .
Please submit one form for each student request. If your department has more than ten students to award at one time, you may contact the Financial Aid Office directly at financialaid@depauw.edu to submit the request by spreadsheet. Federal regulations may require adjustment to the student’s existing financial aid awards in order to maintain compliance. If you and/or the student are concerned about the impact an award may have on a student’s financial aid, please have the student contact the Financial Aid Office.
This financial aid approval request does not replace the payment request process through the Business Office. You will need to complete both processes and be sure to attach the email approval from Financial Aid to your requisition to the Business Office in order to satisfy all requirements. Please note, you are subject to the Business Office’s processing time when requesting payment. Once approved by the Financial Aid Office, if gift cards are awarded to a student, the Business Office needs to be notified of student name, student ID#, last 4 digits of the student's social security number and amount of the gift.
We recommend waiting for approval from the Financial Aid Office before notifying the student that they will be receiving funds.
Please note that stipend requests are subject to budget approval. If you are unsure if you have budget approval for the request, please check with your budget manager. Stipend requests made that exceed budget limits may be declined, subject to VP discretion.